Admin cum Personal Assistant

Introduction / Job Summary

This role will support Office Manager in the office administration including the receptionist duty and provide an effective and efficient administration support to the Managing Director - Asia, including calendar management, expense claims, events and travel arrangements.

Job Responsibilities

1. Office Administration

Support Office Manager in office administration and receptionist duties including event management.

Manage the front desk reception area.

Answer, screen and forward incoming calls to the right personnel and department.

Visitor management, attending visitors in a professional and friendly manner.

Receive deliveries and mail, organize them to be distributed to the correct recipients and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup (local and international).

General housekeeping, purchasing and inventory of pantry and office supplies, and ensuring that supplies are always inventoried, ordered, stocked, and always kept tidy.

Manage meeting room bookings, coordination of meeting arrangement and events.

Coordinate office equipment maintenance, repair, and replacement with third-party vendors.

Data entry and documents filing.

Support Office Manager to liaise with building management on facilities issues as required.

Handle travel arrangements including flight bookings, hotel reservations, visa application, etc. for travelers and visitors.

Administration of all access passes for employees including new joiners and visitors.

Organizing seating arrangements for overseas visitors and new joiners.

Ordering and maintaining office supplies.

Provide general administrative support for the office.

Any other ad-hoc and related duties assigned.

2. Executive Assistant

Responsible for the schedule management and arrangement of the Director and senior leadership, including schedule, work arrangement, preparation of various documents, preparation of various items, data management, expense reimbursement, etc.

Act as the primary point of contact for the Director, managing the Director’s calendar, emails, and phone calls, and handling inquiries and requests with professionalism and efficiency.

Coordinate and schedule meetings, conferences, and appointments for the Director, proactively remind the Director of events on the calendar, take initiative to ensure pre-preparation of the appropriate documents and materials and resources for upcoming meetings and appointments.

Take minutes during meetings, ensuring accurate recording of discussions, decisions, and action items, follow up on all agreed follow-up action plans and timelines.

Draft, prepare or edit letters, correspondences, reports, and materials for meetings where necessary.

Research, arrange and organize all travel arrangements – visas, flights, hotels, restaurants, travel itinerary.

Conduct research and gather information on various topics as requested by the Director, compiling and organizing data in a presentable format.

Prepare business presentations utilizing advanced functions ofPowerPoint, Word, Excel, and/or any other office productivity tools.

Engage with the leadership team, employees, management and other stakeholders on behalf of the Director.

Maintain strict confidentiality and interact professionally.

Maintain a systematic filing of records and safekeeping of different kinds of documents.

Any other ad-hoc and related duties assigned.

Essential experience, knowledge, Skills and abilities

Minimum 3 years of relevant experience in Secretary, PA, Admin role.

High levels of integrity and ability to handleconfidential information.

Ability to communicate effectively with various stakeholders.

Good initiative, well organized, meticulous and able to work independently.

Excellent interpersonal, networking, and communication skills.

Organized, meticulous, and has a good sense of time management.

Good knowledge of Excel, PowerPoint and ability to quickly adapt to new software and tools.

Proactive and problem-solving attitude.

Positive attitude and mindset, high interpersonal skill with problem solving.

Additional job information

Full time

Minimal Travel Required

What We Offer

Excellent corporate culture

Friendly and supportive team

Working with multinational and multicultural team

Fun working environment

Career development and opportunity

Open and transparent communication

At Brunel, we have built a truly sustainable and durable business model: connecting specialists to exciting career opportunities, supporting the development of these careers, and offering fair and equal employment.